Create a Salesforce Approval Process

The steps below focus on creating an approval process to manage Time Cards. However, the same steps can be followed to manage other processes such as Expense Reports, etc.

1. Click the Gear icon and select Setup.
   
   
   
   
2. From the Quick Find search textbox, enter Approval Process. Approval Process displays as you start to type the letter. 
3. Click the Approval Process hyperlink.
   
   
   
   
4. Select an option from the Manage Approval Processes For drop-down list.
   Note: In the example screen below, Time Card was selected. 
   
   
   
   
5. Click the Create New Approval Process drop-down list and select one of the following:
   1. Use Jump Start Wizard - This option is the quicker way to walk through the process.
      Note: This is the option that was selected to complete the steps in this article. 
      
   2. Use Standard Setup Wizard - This option may take a little long, but allows more options for you to select. However, selecting either choice will eventually lead to the same outcome for getting the approval process created. 
6. Enter a Name for the selected approval process and press Tab to auto-populate the Unique Name.
   
   
   
   Note: The Approval Assignment Email Template textbox can be left blank as a generic email template will automatically be created for this approval process. The Add the Submit for Approval button and Approval History related list to all Time Card page layouts checkbox defaults to checked, which is already correct for adding to the page layouts. 
   
   
7. Select criteria for the approval process, if necessary. Otherwise, leave the criteria blank to use this process globally. 
   
   
   
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8. Click a radio button to Select Approver as one of the following:
   
   1. Let the submitter choose the approver manually - The user/submitter will have a drop-down list to select the appropriate approver.
   2. Automatically assign an approver using a standard or custom hierarchy field - The user account will include his/her manager, as well as any other designated approvers. 
   3. Automatically assign to queue - A queue can be created to push records waiting to be approved into, which designated approvers can review and approve, as necessary. 
   4. Automatically assign to approver(s) - Approvers can be automatically assigned. In the example below. This option was selected in the example screen below.
      Note: If this option is selected, you can have one approver or multiple approvers by adding rows. When multiple approvers  are selected, you need to determine one of the following: Approve or reject based on the FIRST response or Require UNANIMOUS approval from all selected approvers. 
      
      
      
      
9. Click Save and then, click OK.
10. Click View Approval Process Detail Page. 
    
    
    
    
11. Click Edit to see the available options that can be edited. Select to edit, as necessary. 
    
    
    
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12. To determine what the approver can see on a record, select Approval Page Layout. 
13. Click the Add arrow to add a field(s). Then, click the Up/Down arrows to rearrange the selected field names. 
    
    
    
    
14. Click Next and then, click Save. 
15. Scroll to the Initial Submission Actions section and select Field Update from the Add New drop-down list. 
    
    
    
    
16. Enter a Name, and press Tab to auto-populate the Unique Name. (Optional) Add a Description. Then, from the Field to Update drop-down list, select Posting Status. 
    
    
    
    
17. Select the appropriate value from the A specific value drop-down list. 
    Note: In the example below, Submitted for Approval was selected as the specific value. 
    Note: If the appropriate picklist value does not display in the drop-down list, you can add it to the Time Card object. For more information, refer to the Add a New Picklist Value article. 
    Note: If the default Posting Status displays as “Approved,” you should change the status to another Posting Status, such as “In Process.”
    
    
    
    
18. Click Save. 
    Note: At this point, the record would be locked to the user/submitter and the Posting Status would change to Submitted for Approval. 
    
    
    
    
19. Scroll to the Final Approval Actions section and select Field Update from the Add New drop-down list. 
    
    
    
    
20. Enter a Name, and press Tab to auto-populate the Unique Name. (Optional) Add a Description. Then, from the Field to Update drop-down list, select Posting Status. 
    
    
    
    
21. Select the appropriate value from the A specific value drop-down list. 
    
    
    
    
22. Click Save. 
23. Scroll to the Final Rejection Actions section and repeat the Add New Field Update steps to add the "Rejected" Posting Status.

Note: You can select Email Alert from the Add New drop-down list under the Final Approval Actions section to have an email alert the user/owner when the Time Card has been approved. An email template should be created prior to selecting the Email Alert option. 

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